Executive Board Job Descriptions

Vice-President/President-Elect

Attends all Executive and Advisory Board meetings and Annual Business Meeting.

Before becoming President, prepares a calendar of events (including a schedule of Board meetings) for the year that he/she will be President, to be given out either when he/she assumes the presidency or at the first Board meeting

Represents the affiliate at the TESOL Convention.

Serves as the official Affiliate Liaison to TESOL--maintains routine communication with the Director of Field Services at the TESOL Central office. 

Here are some responsibilities of the liaison officer:

• Submits the annual affiliate report and coordinates with the treasurer to pay the affiliate dues  to TESOL on or before TESOL's deadline.

• Keeps TESOL up-to-date about names and contact information of the elected affiliate officers.

• Receives affiliate correspondence (except that for the Newsletter Editor) from TESOL Central Office on behalf of the affiliate;

• Disseminates information from TESOL to the appropriate leaders and other interested members of the affiliate as quickly as possible, delegating requests from the TESOL Central office to others on the Executive Board and in the affiliate, when suitable; and ensures that information and requests from TESOL are announced, discussed and acted upon in a timely manner.

Chairs Executive/Advisory Board/Annual Business meetings in the absence of the President.

Assumes the duties of the President if the office becomes vacant, or at the end of his/her year as President-Elect.

President

Attends and presides at all Executive and Advisory Board Meetings, as well as at the affiliate annual business meeting (reviews Roberts Rules for protocol).

Notifies Board members of meetings.

Creates agendas for Board meetings (communicated in advance to people who will be attending). Arranges for space, refreshments, etc. for meetings.

Ensures that there is an official Carolina TESOL representative attending SE Regional Council meetings, both at SE Regional Conferences and at the TESOL Convention.

May represent the affiliate at Board meetings of NCAIE, FLANC, SCFLTA, SECOL, NAFSA, and other related professional organizations when appropriate.

Attends the TESOL Convention as Affiliate Liaison if the VP/PE is unable to do so.

Contributes a President's Letter for each Newsletter during term of office.

Makes appointments to fill vacancies on the Executive Board and the Advisory Board (with the advice and consent of the Executive Board)

Oversees follow-up actions to items decided by the Executive Board.

Liaisons with and trains the President-Elect extensively.

Ensures that a Nominating Committee is appointed shortly after the first meeting after the annual election.

Handles problems and complaints.

Past-President

Attends all Executive and Advisory Board meetings and Annual Business Meeting

Assists the President in duties as requested

Oversees the choice and presentation of the Carolina TESOL service award as circumstances warrant

Finalizes projects begun during term as President

Assumes the Role of Nominating Chairperson

Secretary 

Attends Executive/Advisory Board meetings and Annual Business Meeting.

Records the minutes during each meeting. Distributes minutes to Board members within two weeks after each meeting.

Compiles minutes of internet discussions. Determines the format of such discussions (such as requiring that any message be limited to discussion of a single topic, which is referenced in the 'subject' line). Determines the format of such minutes (distributed when requested by an elected Executive Board member), which will include records of who participates in discussion of each issue and the decisions reached.

Sends copy of minutes to Historian for archival purposes; provides a copy of all minutes since the previous Newsletter deadline to the Editor: uploads a copy of the minutes to the Carolina TESOL Google Drive

Conducts correspondence of the affiliate as assigned.

Maintains affiliate calendar. Sends updated information to the Newsletter Editor and to appropriate organizations. Assists the webmaster in updating the calendar on the Carolina TESOL website as changes occur.

Maintains copies of Carolina TESOL officer job descriptions. Posts a copy on Carolina TESOL Google Drive when reviewed and approved by the Board annually.

Maintains copy of Carolina TESOL Constitution/Bylaws. Updates the Constitution and Bylaws on the Google Drive as amendments are approved.

Submits a proposal for a yearly budget to the Treasurer one week prior to the spring board meeting if there are any projected expenses.

Treasurer

Attends all Executive and Advisory Board Meetings and Annual Business Meeting

Works with Membership Coordinator to ensure a timely deposit of dues received and payment of refunds as needed.

Keeps Carolina TESOL checkbook account in balance with bank statements. Deposits funds in interest-bearing accounts when there is a surplus of funds over current and projected needs.

Reimburses Board members, conference Chairs, or others designated by the Board for legitimate expenses when items are submitted to the Treasurer on Expense Report forms.

Disburses advances as authorized by the Board. Reconciles advance payments with receipts.

Works with conference Chairs to establish a budget and set fees based on previous conferences.  Makes timely deposits of conference fees and payments of expenses.

Keeps Executive Board aware of the financial position of the affiliate. Carries out decisions and policies of the Executive Board.

Maintains a computer file of all Carolina TESOL expense and income accounts and keeps it up to date. Uses these files to generate financial statements for Board meetings, official conference reports, and year-end expense statements.

Keeps a permanent record of each fiscal year, and keeps a backup of the master copy.

On April 1 requests budget proposals from any officers/chairs who have not submitted one. Submits a tentative budget to the affiliate at the April/May meeting for discussion of fiscal year budget to begin on August 1. 

Membership Coordinator

Maintain current membership records through organization’s website by approving new member requests upon receipt of the membership fee

Attend all Executive and Advisory Board meetings and Annual Business Meeting

Submit Membership Renewal Instructions to the Publications Editor and/or Webmaster for publication in the fall and winter newsletters, for email distribution, and for advertisement in other social media platforms

Update and distribute membership application to Regional Representatives by 1 week prior to the spring board meeting of each year and upon request

Collect and deposit membership fees as received; communicate financial deposits to treasurer 

Provide membership report for each Board meeting

Submit current membership report to Publications Editor for winter issue

Following the fall conference (or when requested), provide Regional Representatives with a list of the members in their region and their contact information

Maintain contact list of ESL professionals across the Carolinas,  as made available by the Regional Representatives

Maintain contact lists of:  

• the Chairs of ESL programs at institutions of higher education (as provided by the Higher Ed Interest Section Chair)

• community college ESL program heads (as provided by the adult ed. Chair)

• the ESL consultants of the states education departments

Submit a proposal for the annual budget to the Treasurer one week prior to the spring board meeting if there are any projected expenses.

Conference Chair

Negotiates contracts with the host hotel.

Manage/guide keynote speaker committee.

Manage/guide proposals committee.

Select conference swag.

Divide up jobs/assignments among executive board during the conference.

Meet with the hotel representatives prior to the conference.

Liaison between the hotel and the executive board.

Manage/oversee vendors

Coordinates with the treasurer to purchase required materials for the conference (swag, programs, door prizes, etc.)

Determine the theme for the conference.

Submits a proposal for a yearly budget to the Treasurer one week prior to the spring board meeting if there are any projected expenses.

Publications Editor

Attends all Executive and Advisory Board Meetings.

Creates and Publishes the Carolina TESOL Newsletter four times a year (January, April, July, October)

Coordinates with various persons for submission of articles/information/advertising:

• Affiliate Partner Liaison, if any(TESOL International, SETESOL)

• Carolina TESOL Historical(?) Committee

• Conference Coordinator and/or Conference Chairs

• Interest Section Chairs (K-12, Adult Education, Higher Education) 

• Membership Coordinator

• Professional Development Coordinator

• President

• Regional Representatives

• Secretary (affiliate calendar, Executive Board minutes)

• State Education Departments (ESL, Migrant Education)

• TESOL, Inc.

• Treasurer

• Webmaster

Assists in managing social media accounts

Submits a proposal for a yearly budget to the Treasurer one week prior to the Spring Board Meeting.  

Regional Representative

Attend executive board meetings and annual business meetings and provide regular updates to the board on relevant activities in the region

Attend the Carolina TESOL Fall Conference and participate fully as directed by the president and conference coordinator

Recruit members from the corresponding regional area and maintain an updated list of members from that area

Plan and facilitate at least one mini-conference or CARE conference for the corresponding regional area each year

Submit budget proposals to the treasurer if there are any projected expenses

Represent Carolina TESOL at relevant events in the region and, when possible, at events outside the region (e.g., Southeast TESOL, International TESOL)

Gather and report information regarding significant TESOL-related events, people, and/or activities for each quarterly newsletter

Professional Development Coordinator

Evaluate the professional needs across the Carolinas and plan professional learning opportunities to meet those needs

Collaborate effectively with states’ governmental education agencies 

Submit an annual Professional Development plan to the Executive Board for approval

Attend executive board meetings and annual business meeting and provide regular updates to the board on relevant professional development needs, events, and trends

Attend the Carolina TESOL Fall Conference and participate fully as directed by the president and conference coordinator

Submit budget proposals to the treasurer for projected expenses

Coordinate professional learning events, including making arrangements for:  facilitator, venue/platform, registration, food, copies, and all other necessary equipment and items

Designate “Carolina TESOL Ambassadors” to facilitate events and/or to assist with event duties as needed

Communicate information regarding relevant PD events to Publications Editor and Webmaster for publication purposes - throughout the year and for each quarterly newsletter